The Educational Guidance Service understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
- Information About Us
The Educational Guidance Service
Registered in England under company number: 5122931
Registered address: 208 Rochdale Road, Greetland HX4 8JE
Main trading address: 208 Rochdale Road, Greetland HX4 8JE
VAT number: 746590405
We are regulated by: Health and Care Professions Council (HCPC)
- What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
- What is Personal Data?
Personal data is defined by the UK Data Protection Act 2018 and General Data Protection Regulation (GDPR) as data that only includes information relating to natural persons who can be identified or wo are identifiable directly from the information in question, or who can be indirectly identified from that information in combination with other information. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.The personal data that we use is set out in Part 5, below.
- What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
- The right to access the personal data we hold about you. Part 10 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
- What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us and the reason for this):
- Date of birth
- Email address
- Telephone number
- Business name
- Job title
- Institution of study/course
Your personal data may be obtained from the following third parties
- How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data [will be used for] OR [may be used for one of] the following purposes:
- Supplying our products or services to you. Your personal details are required in order for us to enter into a contract with you.
- Communicating with you. This may include responding to emails or calls from you or you from us before, during and after the assessment process.
- How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- Higher education reports will be kept for 6 years from the date of assessment to allow for completion of course and additional study;
- Child reports will be kept until the child is 25 years of age (legal requirement)
- Workplace diagnostic assessments will be kept for 2 years from the assessment date to allow for queries to be answered and recommendations to be put in place
- Counselling files will be kept for 2 years from the beginning of the counselling relationship to allow for continuation of the process and allow breaks as necessary
- How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.]
The security of your personal data is essential to us and to protect your data, we take a number of important measures, including the following:
- All files are secure and password protected
- Our servers are password protected
- All filing cabinets are locked
- Do You Share My Personal Data?
We may share your personal data with other companies in involved in the assessment/counselling process, usually the referring institution, this is to allow for the assessment process to take place.
If any of your personal data is required by a third party, as described above, [we] OR [I] will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.]
In some limited circumstances, [we] OR [I] may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
- How Can I Access My Personal Data
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.]
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request normally within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
- How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
For the attention of Jon Sinclair, Group Data Protection Officer
Téléphone : 0191 737 1011
Write to : 9 Apollo Court, Koppers Way, Monkton Business Park South, Hebburn, South Tyneside, NE31 2ES
- How do I complain if I am not happy?
If you are dissatisfied with the way in which we have handled your data, you have the right to complain to the Group Data Protection Officer, or to complain to the privacy regulator – the Information Commissioner’s Office (ICO)
The ICO can be contacted using the following:
- by telephone on 0303 123 1113
- on their personal live chat channel at www.ico.org.uk/livechat
- by post to
Information Commissioner’s Office
- Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available via the website – www.egs.org.uk